Dear Exhibitors,
Welcome to the 2016 AERC Convention and Trade Show! We are again returning to the
Grand Sierra Resort and Casino in Reno, Nevada, on February 19 and 20, 2016. (Note
the much earlier date for 2016!) The Grand Sierra is a favorite with both convention
attendees and vendors and a great “everything under one roof” resort.
We hope you will join us for the 2016 convention. There will be an emphasis on
educating new endurance riders, so it will be a great way to meet those new to the
sport and new to your products. As always, vendors will receive passes to attend the
seminars and a special gift from the AERC staff. And, yes, we’ll be bringing around
those much-needed chocolate bars as well!
Enclosed please find the following:
h Trade show exhibitor contract
h Trade show floor plan
h Hotel information
h Information sheet, including sales tax instructions
h Convention information sheet
Please complete and return the trade show contract as soon as possible. Full instructions
are on the Terms and Conditions page. You may fax your contract (530-823-7805) with
a credit card number or mail to the AERC office at P.O. Box 6027, Auburn, CA 95604.
Booth availability is based on a first come, first served basis.
The Freeman Companies will be setting up the trade show and will contact you
regarding your booth. If you have any questions you may contact them at 775-355-4600.
If you have any questions, please give us a call, toll-free, 866-271-2372. We look forward
to seeing you in Reno.
Kathleen, Troy and Kyra
AERC National Office
American Endurance Ride Conference
866-271-2372 • Fax 530-823-7805 • www.aerc.org • [email protected] • P.O. Box 6027, Auburn, CA 95604
AERC Convention 2016
February 19 & 20, 2016 • Grand Sierra Resort and Casino • Reno, Nevada
METHOD OF PAYMENT:
❑
CHECK ENCLOSED❑
VISA❑
MASTERCARDPlease charge $____________ to my credit card. Please charge my balance due on February 5, 2016.
Account #: _______________________________________________ Account #: ________________________________________________
Expiration date: __________________________________________ Expiration date: ___________________________________________
Signature: _______________________________________________ Signature: _________________________________________________
(Terms and Conditions on Reverse)
I agree to be set up by 9:00 p.m. Thursday, February 18, 2015, and agree to maintain the booth exhibit until the closing times specified on the reverse side of this agreement. I acknowledge that I have read and agree to all terms and conditions of this agreement. I further agree to release AERC and the Grand Sierra Resort and Casino from any and all responsibility or liability that may arise from my exhibit.
Signature:________________________________________________________________ Date:_____________________ Please type or print – information supplied will be used in the exhibitor booklet.
Exhibitor: ___________________________________________________________________________________________ One exhibitor per booth – no “booth sharing.” Please print name as it will appear on booth sign.
Contact:__________________________________________ Telephone:____________________ Fax:_______________ Address:__________________________________________ City/State/Zip:_____________________________________ Website:__________________________________________ E-mail:___________________________________________ Product (general description; will be printed in exhibitor’s booklet): ________________________________________________ ____________________________________________________________________________________________________ ____________________________________________________________________________________________________
BOOTH ASSIGNMENT
(Please refer to floor plan)
Preference:
1st choice booth #(s) ________________ 2nd choice booth #(s) ________________ 3rd choice booth #(s) ________________
AERC OFFICE USE ONLY:
Actual Assignment _________________ AERC RESERVES THE RIGHT TO CHANGE
BOOTH ASSIGNMENTS.
Please mail payment and one copy of signed contract to: AERC Administrative Office • P.O. Box 6027 • Auburn, CA 95604-6027
866-271-2372 • 530-823-2260 • Fax 530-823-7805
TRADE SHOW FEES
One 10’ x 10’ booth @ $400 $__________
Number of additional 10’ x 10’ booths: ____ @ $300 $__________
Limited to same exhibitor.
Horse Trailer: First trailer @ $400 $__________
Number of additional horse trailers: ____ @ $350 $__________
Limited to same exhibitor.
Total (pay in full) $__________
or deposit enclosed (50% of total cost) $__________
Balance due by February 5, 2016 $__________
One electrical outlet per booth will be provided. If additional outlets are required, see information on back. Please provide a Certificate of Insurance naming AERC as an additional insured when you return your Exhibitor Agreement.
American Endurance Ride Conference
Annual Trade Show 2016
February 19 & 20, 2016 • Grand Sierra Resort and Casino • Reno, Nevada
Terms and Conditions of Exhibitor Agreement
Contract/Deposit/Payment.
All exhibitors must complete the AERC contract in its entirety and submit it to the AERC Administrative Office with full payment or 50% deposit to reserve your booth(s). All fees are due and payable no later than February 19, 2015. Booth requests made after February 19, 2015, must be accom-panied by full payment of all fees. No booths will be held pending arrival of deposit. MasterCard, Visa, check or money order only are accepted.Cancellation.
Refunds will be given on full payment or deposits of booth space if cancelled before February 19, 2015; however, after that date, no refunds will be given.Liability.
Exhibitor agrees to indemnify and hold harm-less the American Endurance Ride Conference, princi-pals, agents, officers and its employees from all claims, losses, costs, damages or expenses resulting or arising from any and all injuries to or death of any person or damage to any property caused by an act, omission or neglect of exhibitor’s agents, employees, invitees, guests or contractors which occur in or about the exhibitor’s booth space for the entire convention. The exhibitor agrees to use and occupy the exhibit space at their own risk and hereby releases the American Endurance Ride Conference, its agents, officers, employees and invitees from all claims for any damages, loss or injury to persons or property to the full extent permitted by law occurring in or about the exhibit space, including, but not limitedto damages resulting from the acts of other exhibitors, theft, vandalism, fire and other casualty damage or dam-age arising from any defects on the premises.
Please provide a Certificate of Insurance naming AERC as an additional insured when you return your Exhibi-tor Agreement.
Canopies/Tents.
All canopies and tents must have a working smoke detector attached to the inside of the canopy/tent. One smoke detector is required for every forty (40) square feet. A Fire Marshal will be inspecting during the event to verify every tent/canopy has a work-ing smoke detector. If you do not have a workwork-ing smoke detector you will be asked to remove the canopy/tent immediately.Animals.
No live animals are allowed on the Trade Show premises including, but not limited to, the load-ing and unloadload-ing zones around the event, for any reason.Badges.
Exhibitor badges must be worn at all times during move in and move out. If you need to get into the building before the Trade Show opens, display your exhibitor badge to security. No one is admitted before or after the Trade Show opens and closes without their exhibitor badge. No exceptions!Vendor Packets.
Vendor packets will be available Thursday, March 5, during set up hours.Set Up and Tear Down
Set Up:
Thursday, February 18 • 9 a.m. to 9 p.m. Tear Down:
Saturday, February 20 • 5 p.m. to 10 p.m. Sunday, February 21 • 9 a.m. to noon
Trade Show Hours
Friday, February 19 • 8 a.m. to 6 p.m. Saturday, February 20 • 8 a.m. to 5 p.m.
Booth & Table Dimensions
Booths are 10’ x 10’. Each booth will consist of sturdy, polished aluminum draped supports, 8’ high with 3’ high side division. One electrical outlet will be provided at no cost; additional electrical outlets may be purchased separately from Freeman Decorating Services, Inc. Each booth will include one 6’ draped table and two chairs. Also included is one 40” x 7” identification sign with exhibitor’s name and booth number.
Additional Services Available
Freeman Decorating Services, Inc., will contact you directly by mail regarding additional services available during the show, i.e., additional electrical outlets, phone lines, etc. Their information will include pricing.
AERC Convention 2016
February 19 & 20, 2016 • Grand Sierra Resort and Casino • Reno, Nevada
TRADE SHOW FLOOR PLAN
Note: Shaded areas indicate booths already taken.
TRADE SHOW ENTRANCE
> > >
AERC Registration Desk Tack Swap2016 AERC Convention
Hotel
Information
Rooms
Grand Sierra Guest Rooms (single/double): $79 per night
Luxury Summit Suites: $99 per night
Additional person beyond two per room: $20 per night
RATES INCLUDE $10 DAILY RESORT FEE!
All rates are quoted exclusive of state and local taxes of @ 13%.
RV Park
Bring your trailer & enjoy full-hookups, plus shower, rest room and
laundry facilities, as well as full use of hotel amenities.
Contact the Grand Sierra (see below) for RV Park pricing/information.
Make your reservations early –
the hotel requests all reservations by mid-January.
Reservation Line:
800-648-5080
Please request the group rate for AERC
Grand Sierra Resort & Casino
2500 E. Second St. • Reno, NV 89595 • 800-501-2651 • 775-789-2000
www.GrandSierraResort.com
L ot 1 – T rai ler S tor age US 395 S Glen d al e E xi t M ill S tr ee t E xi t. S ilv er S ta te L o ad -I n D oo r
G
ra
n
d
S
ierra
R
es
o
rt
In ter st at e 8 0 Eastbound I-80 : Dr iv e east on In tersta te 80. T ak e exi t 15 to merge on to US-395 S to w ar d Carson Ci ty . T ak e exi t 66 for Mill St. T urn l eft on Mill St. T ak e the next av ailabl e l eft at the stop ligh
t to en
ter our Sou
th en tr ance. W estbound I-80 : Dr iv e w est on In tersta te 80. T ak e the exi t on to US-395 S. T ak e exi t 66 for Mill St. T urn l eft on Mill St. T ak e the next a vailabl e l eft a
t the stop ligh
t
to en
ter our Sou
th en tr ance. Nor thbound 395 : Dr iv e nor th on High w ay 395. T ak e exi t 66 for Mill St. Con tin ue str aigh
t through the Mill Street in
tersecti
on to en
ter our Sou
th en tr ance. Sou thbound 395 : Dr iv e sou th on High w ay 395. T ak e exi t 66 for Mill St. T urn left on Mill St. T ak e the next a vailabl e l eft a
t the stop ligh
t to en
ter our Sou
th en tr ance.
Fl
ying to Reno?
T ak e the free sh uttle from the Reno airpor
t to the
Gr
and Sierr
a.
Stop is just ou
tside the exi
t l
oca
ted a
t the far end of the
bagg age claim. Sh uttl e runs e very h alf-hour from 5 :00 a.m. to 11 :30 p.m.
Toll-Free 866-271-AERC • 530-823-2260 • Fax 530-823-7805 • E-mail: [email protected] • Website: aerc.org Mail: P.O. Box 6027 • Auburn, CA 95604
